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PTO By Laws

Indian Lake Elementary School
Parent-Teacher Organization (PTO) By-laws
Proposed Revisions:  July 21, 2014

Article I 

NAME

The name of this Organization is the Indian Lake Elementary School Parent-Teacher Organization (PTO), Hendersonville, Tennessee. Sumner County

Article II

OBJECT  PURPOSES

Section 1 

The purposes of the Organization are:

  1. To promote the welfare of children and youth in home, school, and community
  2. To secure adequate laws for the protection of children and youth.
  3. To bring into closer relation the home and the school, that parents and teachers may cooperate intelligently in the education of children and youth.
  4.  To develop between educators and the general public such united efforts as will secure for all children and youth the highest advantages in physical, mental,  and social education.

Section 2

Said Organization is organized exclusively for charitable, educational, or scientific purposes, within the meaning of section 501 (c) (3) of the Internal Revenue Code (or corresponding section of any future Federal tax code.)

Section 3 

The purposes of this Organization are promoted through education programs directed toward parents, teachers, and the general public; are developed through conferences, committees, projects and programs; and are governed and qualified by the basic policies set forth in Article III.

Section 4 

The fiscal year of the organization shall begin on July 1 and end on the following June 30.

Section 5 

Notwithstanding any other provision of these Bylaws, the Organization shall not carry on any other activities not permitted to be carried on (a) by a corporation exempt from Federal income tax under Section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future Federal tax code. 

Article III 

BASIC POLICIES

The following are basic policies of this Organization:

The Organization shall be noncommercial, non-sectarian, and nonpartisan.

The name of the Organization or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest or for any purpose not appropriately related to promotion of the purposes of the Organization.

The Organization shall not, directly or indirectly, participate or intervene (in any way, including the publishing or distribution of statements) in any political campaign on behalf of, or in opposition to, any candidate for public office; or devote more than an insubstantial part of its activities to attempting to influence legislation by propaganda or otherwise.

The Organization shall work with the school to provide quality education for all children and youth and shall seek to participate in the decision making process establishing school policy recognizing that legal responsibility to make decisions has been delegated by the people to the Board of Education.

The Organization may cooperate with other organizations and agencies concerned with child welfare, but persons representing the Organization in such matters shall make no commitments that bind the Organization.

This organization will undertake no lobbying activities which will affect its tax-free status under IRS Regulation 501 (c) (3).

No part of its net earnings will inure to the benefit of private shareholders or individuals.

This organization will keep permanent books of account and records as shall be sufficient to establish the items of gross income, receipts, and disbursements of the Organization, including, specifically, the number of its members and the dues collected from its members. Such books shall at all reasonable times be open to inspection by any member of the Organization. 

Article IV

GOVERNING BODIES

Section 1 

The Executive Board shall consist of the officers of this Organization.

Section 2 

The General Board shall consist of the Officers of the Organization, the Chairpersons of the Standing Committees, and the faculty representatives. The principal shall serve as a non-voting ex-officio member.

Section 3

The General Membership shall consist of the Executive Board, the General Board and all persons who subscribe to the Purposes and Basic Policies of the Organization, providing said persons have paid all fees pertaining to membership. Faculty may be active members in the Organization and are exempt from all fees pertaining to membership.

Article V 

MEMBERSHIP AND DUES

Section 1 

Membership in this PTO shall be made available to any individual who subscribes to the Purposes and Basic Policies of the Organization, without regard to race, color, or national origin, under such rules and regulations not in conflict with the provisions of the By-laws.

Section 2 

Only members of the Organization shall be eligible to participate in the business meetings or to serve in any of its elective or appointive positions.

Section 3 

Every individual who is a member of this PTO is entitled to all benefits of such membership.

Section 4 

The Organization shall conduct an annual enrollment of members, but persons may be admitted to membership at any time.

Section 5 

Each member of the Organization, excluding faculty, shall pay annual dues which shall be recommended by the General Board at the May meeting of each school year and shall be effective for the forthcoming school year.

Section 6 

Membership in the Organization shall be extended free of charge to all faculty.

Article VI 

OFFICERS AND THEIR ELECTION

Section 1

Each officer of this PTO shall be a member of this PTO.

Section 2 

Officers and their election:
The Officers of this Organization shall consist of a president, a president-elect, a treasurer and a secretary. Officers shall be elected by majority vote at the final General Members Meeting of the school year.
Officers shall serve for a term of one (1) year and shall remain in office until their successors are elected. No officer shall be eligible to serve in the same office for more than two (2) terms.

Section 3 

Nominating Committee:

A Nominating Committee shall make nominations for Officers. This committee shall be appointed by the Executive Board at least one (1) month prior to the election of Officers. The principal of the school shall be an ex-officio member of the said committee.

The Nominating Committee shall report at the election meeting the name of one candidate for each office to be filled, and at this time additional nominations may be made from the floor, provided said nominee(s) are present or have consented in writing their desire to serve in said office. Voting shall not be limited to the nominees suggested by the Nominating Committee.

Only those persons who have signified their consent (either in person or in writing) to serve if elected shall be nominated for or elected to such office.

Section 4 

Vacancies

A vacancy occurring in any office shall be filled for the unexpired term by a person elected by a majority vote of the Executive Board, notice of such election having been given. However, should a vacancy occur in the office of President, the President-Elect shall immediately assume the office.

Section 5

More than six months shall be considered a full term.

Article VII 

DUTIES OF OFFICERS

Section 1 

The President shall be the Chief Executive Officer of the Organization.
Subject to the powers vested in the Executive Board, the President shall have general charge and supervision of the business and affairs of the Organization and shall perform the duties usually incident to the office of president of a not-for-profit corporation organized under the laws of the state of Tennessee.

The President shall:

a) Preside at all meetings of the Organization and Executive Board;

b) Enforce the laws and regulations of the Organization;

c) Coordinate the work of the Officers;

d) Coordinate the work of the Standing Committees of the Organization;

e) Appoint special committees;

f) Be responsible for updating and maintaining the permanent file; and

g) Perform all other duties usually pertaining to the office.

The President-Elect shall:

a)      Coordinate the recruitment of Room Coordinators and prepare school wide assignment by classroom.

b)      Coordinate and oversee the work of the Room Coordinators.

c)      Coordinate the Adopt-a-Family program

d)      Coordinate the scouts to perform the flag and Pledge of Allegiance, and a student to read the “thought for the day” for PTO General Meetings

e)      Assist with PTO-related functions throughout the school year

The Treasurer shall:

a) Have custody of all funds of the organization;

b) Keep an accurate record of receipts and expenditures in books belonging to the   Organization;

c) Deposit all funds of the Organization to the credit of the Organization in such banks, trust companies or other depositories as the Executive Board may select and shall make such disbursements as authorized by the Executive Board in accordance with the budget adopted by the General Membership. All deposits and/or disbursements shall be made within a maximum of thirty (30) days from the receipt of the funds and/or orders of payment;

d) Disburse the funds according to the approved annual budget or as authorized by the Executive Board;

e) Render to the Executive Board at regular meetings of the Executive Board, or whenever they may require it, an account of all transactions and of the financial condition of the Organization;

f) Along with the President, be responsible for having prepared and submitted on or before November 1 of each fiscal year the federal income tax forms;

g) Require two authorized signatures from the Treasurer, President or President-Elect for disbursements exceeding $500;

h) Shall be bonded by the organization for $50,000 with the bonding fee being paid out of the PTO treasury;

j) Shall have the treasury accounts examined by an auditor or auditing committee;

k) Perform all other duties usually pertaining to the office.

The Secretary shall:

a)  Record and provide a correct record of PTO Board Meeting Minutes to all PTO Board Members attending the subsequent Board Meeting;

b) Record and provide a correct record of PTO General Meeting Minutes to all PTO General Members attending the subsequent General Meeting;

c) Produce a PTO newsletter for purposes of informing and updating the PTO General Membership regarding school news.

d) Perform all other duties usually pertaining to the office.

e) Coordinate the sale of spirit items

Article VIII            

 THE GENERAL BOARD

Section 1. 

The duties of the General Board shall be:

a)      To transact necessary business in intervals between organization meetings and such other business as may be referred to it by the Organization;

b)      To approve the plans of work of the standing committees;

c)      To present a report at the regular meetings of the General Membership;

d)      To select an auditor or auditing committee to audit the treasurer’s accounts;

e)      To approve any expenditure which deviates from the budget in excess of $1,000;

f)      To approve and submit a budget for the fiscal year, to be submitted to the General Membership for adoption.

Section 2. 

Regular meetings of the General Board shall be held during the school year, the time to be fixed by the General Board at its first meeting of the year. A majority of the General Board members shall constitute a quorum.
Special meetings of the members of the General Board may be called with
three (3) days written notice to all General Board Members.

Article IX

STANDING COMMITTEES

Section 1. 

Standing Committees*shall be:

a) Warrior Walk Chairs

b) Fundraising Treasurer

c) POW WOW Auction Chair(s)

d) POW WOW Festival Chair(s)

e) Website and Communications

f) Community Fundraiser Chair

g) Volunteers Chair(s)

h) Hospitality Chair(s)

i) Technology Chair

j) Teacher Representatives

k) Grounds and Landscaping

l) Graphic Design Chair   proposed chair addition all three highlighted

m) Spirit Chair

n) Community Outreach Chair

Section 2. Each Standing Committee Chairperson represents one vote on the General Board; in the event of co-chairs, each has one vote.

The title of each standing committee and the number of chairpersons may change year-to-year based on volunteer recruitment.*

Section 3. Special committees, other than the Nominating Committee, may be appointed or dissolved by the Executive Board as required
to promote the interests of the Organization.

Section 4. The chairperson of each Standing Committee shall gain approval for any
plans from the PTO President prior to undertaking any work.

Section 5. The Standing Committee Chairpersons are appointed by the President. 

Article X

MEETINGS

Section 1. There shall be five (5) General Membership Meetings of this Organization in the months of September, November, January, March and May; each shall be held on the second Thursday of each of the aforementioned months at 7:00 p.m.; five (5) days notice shall be given for change of date.

Section 2. Special meetings may be called by the President or by a majority of the
Executive Board, five (5) days’ notice having been given.

Section 3. The May meeting shall be the annual meeting at which time officers shall
be elected and installed, and PTO dues for the forthcoming school year
shall be set.

Section 4. The privilege of holding office, making motions, debating and voting
shall be limited to members of the Organization whose dues have been
paid, and faculty.

Section 5. Ten percent (10%) of the Membership shall constitute a quorum.

Section 6. Special meetings of the General Board, not already defined herein,
shall be called at the discretion of the President. A properly called
meeting is defined as a meeting where serious efforts were made to
contact all members of said Board by telephone and email.

Section 7. A simple majority of the General Board shall be designated as a
quorum at a properly called General Board meeting and shall be
entitled to take action on behalf of the General Board.

Section 8. Those members present at a properly called meeting of the General
Membership shall be designated as a quorum and shall be entitled to take
action on behalf of the Organization.

Article X. AMENDMENTS

These Bylaws may be amended at any regular or special General Membership Meeting of the Organization by a two-thirds vote of the members present and voting, provided that written notice of the proposed amendment shall have been given at least ten (10) days prior to the meeting in which the amendment is voted upon Article XI. PARLIAMENTARY AUTHORITY

Robert Rules of Order Newly Revised shall govern the Organization in all cases in which they are applicable and in which they are not in conflict with these Bylaws.